The Tool Desk
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Turn off Copilot for an individual Teams meeting
- Open the meeting options. In the meeting, find its meeting options and review Copilot and other AI alongside Recording & transcription.
- Set Copilot to Off and save the change. This disables meeting Copilot. Microsoft Learn’s “Manage Microsoft Copilot in Teams meetings and events” documentation says that when organizers turn off Copilot for a meeting or event, recording and transcription are also turned off.
That side effect matters if you still need an ordinary recording or transcript. Check the options available in your organization’s Teams tenant before choosing Off; don’t assume you can disable Copilot while keeping those features enabled.
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An administrator can configure policy defaults, but most settings are not necessarily locked. Microsoft documents On with saved transcript required as the only Copilot policy setting that can be enforced; other settings establish defaults that meeting organizers may be able to change. What you see can depend on your organization’s policy and available features.
Choose between Copilot off and during-only use
Copilot Off and using Copilot only during a meeting are different choices. Microsoft describes a during-only mode that processes speech to provide Copilot functionality without saving a transcript after the meeting. That can suit someone who wants in-meeting assistance but does not want a saved meeting transcript.
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| Meeting choice | AI availability | Saved transcript | Recording and transcription implications |
|---|---|---|---|
| Off | Meeting Copilot is disabled. | No meeting transcript is created through the disabled transcription feature. | Microsoft says recording and transcription are also turned off. |
| During-only | Copilot can be used during the meeting; after-meeting Copilot use is not the purpose of this mode. | Microsoft describes speech-to-text processing that is not saved as a transcript after the meeting. | Availability of other recording options depends on the meeting’s settings and organization policy; the documentation does not establish one universal outcome for every tenant. |
| After-meeting use | AI features can use meeting content after the meeting, subject to the available license and organization policy. | Saved transcript-based features may be involved; exact availability and retention depend on license and policy. | Review the meeting’s recording and transcription settings rather than assuming one setting controls every feature. |
“No saved transcript” does not mean that no related data can be retained. Microsoft says that in commercial cloud environments, Purview retention may preserve Copilot prompts and responses for compliance even when recording and transcription are off. Confirm the applicable retention configuration with your administrator if that distinction matters.
Limit who can open a recording, transcript, or AI recap
Where the meeting supports it, use Who has access to the recording and transcript in meeting options to restrict access to organizers and co-organizers or to selected people. Microsoft says this control also applies to AI recap and transcript-based Copilot access.
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- The setting is not available for channel meetings or ad hoc meetings.
- Permissions changed through SharePoint or another method can supersede the meeting access setting.
- This control governs access to meeting material; it does not replace your organization’s retention rules.
For scheduled meetings where the option is available, check the named access setting directly rather than relying on who received a meeting invitation to determine who can view the resulting files.
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For a meeting where recording is permitted but should not start automatically, inspect Record and transcribe automatically in its options and turn it off if enabled. This is distinct from the Copilot Off setting, which also disables recording and transcription.
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Organization administrators can use recording policies to disable recording for specified users or groups. Transcription and captions have separate admin controls, so an unavailable feature may reflect a policy rather than a meeting-level choice.
Delete an existing Teams recap
Organizers and co-organizers can delete recap content, including supported recording and transcript material. Microsoft describes this deletion as permanent. Shared files remain in their original locations, so deleting recap content should not be treated as a way to remove every copy of a file that was shared separately.
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Understand recording, transcript, and chat retention
Meeting recordings and transcripts
Microsoft documents 120 days as the default expiration for meeting recordings and transcripts. It is a product default, not a guarantee about how long a particular organization keeps its content: tenant settings and applicable compliance requirements can change the outcome. Automatic expiration is not a substitute for an organization’s compliance retention controls. For a definitive schedule, ask the administrator whether Purview retention policies or a legal hold apply.
Teams messages and channel data
Teams chat and channel retention is managed by the organization. Files shared in messages can be covered by separate policies. Ask your administrator which retention schedule applies to your account, chats, channels, and shared files.
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- Spin for Instant Privacy: Spin the webcam privacy shutter to block the camera lens when you don’t need to be on screen
Know where Teams stores meeting content
Teams stores meeting transcripts with recordings in OneDrive or SharePoint. A meeting recording is saved to the organizer’s OneDrive, except for a channel meeting recording, which is stored on the channel’s SharePoint site. Live captions are not saved as captions.
Intelligent Recap can use the event transcript, attendance information, and PowerPoint Live data for AI-powered features. Which features are available and what content is retained depend on licensing and organization policy. Microsoft’s guidance does not establish one universal expiration period for AI-generated notes and tasks, so do not assume the recording’s expiration date also governs every recap item.
Turn off Copilot for Teams calls separately
Teams calls use separate calling policies; changing a meeting option does not, by itself, control calls. Administrators can turn Copilot off for calls. Microsoft also documents a during-call mode that does not save a transcription. If you need to change call behavior, ask your administrator about the applicable calling policy and available call settings.
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Copilot Chat settings do not control Teams meeting recording, transcripts, or tenant retention. In Copilot Chat settings, turn off Chat history or, for some work or school accounts, Chat history & work insights to stop personalization based on those inferences. Microsoft says those inferences are removed after 30 days. Turning off Saved memories does not automatically delete memories already saved; delete existing saved memories separately.
Microsoft’s statements about prompts, retrieved data, and generated responses remaining within the Microsoft 365 tenant apply to Microsoft 365 Copilot Chat. They should not be generalized to consumer Copilot or to all Teams data.
Quick Recap
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